Are you a novice planner still getting the hang of making site recommendations for meetings? Here's some advice: Don't panic. However, don't be too laid back, either. Whether your meeting is large or small, location is key. Your environment helps set the necessary mood and ambiance for the meeting to take place. Choose a comfortable yet stimulating environment that encourages attendees to concentrate, but beware of making it so cozy and relaxing that they're likely to drift mentally.
When thinking about the right location, consider the objectives, the length of the meeting, and, of course, your budget.
Here's a thumbnail reference guide to the types of locations and venues available and how they can best be used as meeting sites.
Choosing a Location
In spite of all the variations, there are basically only two types of locations to hold a meeting.
The first is local off-site meeting space. When it comes to selecting such a location, be it a local hotel conference room, a restaurant, or other meeting space, your budget will rule and determine the outcome. To play it safe, always inspect the space first-hand before finalizing any decisions. Make sure the space is the right size for the meeting. You want to avoid "maxi-sizing," that is, having a space big enough to seat 200 for a 20-person meeting. You only want to consider venues that are proportionate to the event you're planning. Much will depend on the number of participants and the complexity and/or variety of the program. Will it be formal, informal, or both? Do you want a rural or an urban location? Chances are that every event you plan will have different criteria, and thus have different space requirements.
The second type of location is an out-of-town site. This option is usually used for special meetings, such as sales meetings, as costs will inevitably be much higher. These kinds of meetings may well last for several days so you want to make sure that all necessary details are well taken care of. If you want to move up on your colleagues' popularity list, consider using a resort facility, as they usually offer various enjoyable relaxation options, such as golf, swimming, a fitness center, etc. A site visit is essential so as to avoid any unexpected surprises.
The seven off-site venue categories are as follows:
1. Hotels. There are three main hotel categories to consider. First, there are the well-established chains that offer a consistent level of service that you can expect worldwide. They offer a wide range of amenities, especially if you need room for large banquets, a trade show, or exhibit areas.
Then there are independently owned properties, which are generally luxury hotels and resorts that offer a unique character, and one-of-a-kind ambiance, and provide the highest standards of quality and extraordinary service.
Finally, there are boutique lodgings, which mainly service business travelers in search of a home away from home. They are small hotels and resorts with individual personalities—eclectic, quaint hotels housed in historic urban buildings, or romantic resorts with flowering gardens and beachside villas. However, as nice as these sound, you definitely need to check what meeting facilities, if any, they offer.
2. Conference centers. These facilities encompass a wide variety of venues, which are often built specifically for meetings and events and offer state-of-the-art facilities, including videoconferencing. They comprise corporate training centers, universities, and resorts, as well as airport, urban, and downtown facilities. Your best bet to find a suitable facility is to do research on the site for the International Association of Conference Centers (www.iacconline.com). You can do a worldwide search based on your specific meeting criteria.
3. Convention centers. When you're looking for a combination of an urban location, plenty of meeting space, and substantial exhibition space, then a convention center is a practical solution. They're geared for large numbers and generally situated close to airports or in a convenient downtown location. The one drawback is that you would need to use a nearby hotel for accommodations.
4. Resorts. You'll probably be able to consider a resort property if relaxation and leisure activities rank high on your priority list. This environment works well for both formal and informal meetings.
5. Retreat centers. These generally work best for smaller, more focused groups that are looking for a quiet, serene meeting environment. They encourage an "away from it all" type of environment where people can engage in personal exploration, strategic decision-making, communication, and self-improvement.
6. Cruise ships. These make an interesting and memorable venue option. There are a few companies that specialize in cruise meetings and offering ships worldwide for a wide variety of groups. Many of them will work within your budget constraints to offer complete packages that include airfare, transfers, meals, and entertainment.
7. Unique environments. A unique environment doesn't always make for the best meeting space, but it's worth doing your homework to find out. Some options to consider include museums, stately homes (including castles in Europe), sporting venues, and theaters. Many of these venues work well for special functions, but don't necessarily have adequate meeting space facilities or equipment for multisession meetings.
Susan A. Friedmann, CSP, known as The Tradeshow Coach, is the author of Meeting & Event Planning for Dummies. She works with companies to improve their meeting and event success through coaching, consulting, and training. Go to www.thetradeshowcoach.com to sign up for a free copy of "ExhibitSmart Tips of the Week."